Department of Behavioral Health to Implement Electronic Health Records

The County of San Bernardino Department of Behavioral Health (DBH) is renewing its commitment to protecting health information when it begins using Electronic Health Records (EHR). The department will use the technology to increase privacy and security of protected health information. “All facets of the health care system, government and private, are using some form of digital technology to provide quality care more efficiently and effectively,” said CaSonya Thomas, Director of the Department of Behavioral Health. “EHRs will increase privacy and security of protected health information.” The department is preparing for EHR implementation. The 2004 passage of Proposition 63 by California taxpayers established the Mental Health Services Act (MHSA). MHSA allows counties to fund personnel and other resources needed to provide mental health services for children, transitional aged youth, adults, older adults and families. In addition to providing services, MHSA funding addresses infrastructure, technology and training counties need to support its system. DBH is using its MHSA Capital Facilities and Technological Needs funding for its new EHR. DBH signed a contract with its vendor, The Echo Group, on Nov. 5, 2013, and has set its tentative implementation date of July 1, 2015. DBH’s implementation of an EHR will improve quality and convenience of client care by providing a seamless flow of information. Records will no longer be paper, but electronic with security measures which include encryption and password protection. Another added benefit to an EHR is access to files limited to the appropriate care providers. This will prevent those not involved in a client’s care from accessing client data. “The privacy of client protected health information is paramount for any health care entity and DBH is no exception to this statement,” said Thomas. Maintaining confidentiality is a priority for DBH. The Department demonstrated this commitment when DBH client data was stolen from a County employee’s vehicle on Jan. 12, 2013. The breach was discovered on Jan. 14, 2013, and a police report was immediately made with local law enforcement. Although the client data was minimal and included names and medical record numbers of DBH clients, date of birth, phone numbers of two (2) clients and indication the people were clients of its Vista Community Counseling clinic, DBH notified each of the clients by mail in the language they receive services. In the notification, DBH advised clients to review their benefits statements to ensure the services received were correct and provided a website regarding medical privacy rights, www.privacy.ca.gov. The letters sent to the affected DBH clients included an advisement of the action DBH did to prevent recurrence which included training for staff on methods to safeguard client protected health information and education of out-stationed County staff regarding privacy and security. Due to DBH’s efforts and commitment, another breach has not occurred. “DBH is proud to contribute to the Wellness element of the Countywide Vision with the implementation of EHR. The EHR will provide improved access to healthcare for clients and improved collaboration with local service providers such as pharmacies,” said Thomas. “DBH is looking forward to this transition and to continue providing services and promoting wellness, recovery and resilience to the residents of the County of San Bernardino.”